Executive Assistant

Business Marketing LLC, a USA based company since 1982 is looking for an extraordinary Executive Assistant who wants to use their talents to help the Founder/CEO to fulfill the company vision of achieving the marketing goals of our valued clients. 

*** Before you read the following desired skills and duties here is something that is not optional. You must be a kind person. You must be honest. You need to be fun to work with, know how to laugh, have a pleasant personality and be a person that others like to be around. You also need to want to work with other people that fit this description. You should also be looking for a career that allows you to grow into your talents, a place that respects you as a person and values your contributions. The bottom line is we value our employees and we are looking for quality individuals who want this to be the last company they ever need to work for. If this is you please continue to read and if this sounds like something you’d excel in and enjoy then please apply. ***

You must be able to help keep the CEO and key team members on track with important priorities through freeing up time for focused creative activities balanced with operational discipline.

You have excellent listening skills and are able to update projects including who/what/when conclusions at meetings.
Ability to get up to speed fast with company projects, team and clients is a plus.
You will work with all key employees and answer directly to the CEO.
Additional responsibilities include helping the CEO personally and with project management.
KEY ?RESPONSIBILITIES:
• Reporting to the management team on issues related to management, metrics, priorities, stuck items, and project progress.
• Creating digital versions of and formatting the CEO´s ideas, plans and mind maps into clear, structured documents.
• Upgrade to see actual infog company and individual priorities. Helping to set clear, measurable goals via the company’s project management system.
• Screening and prioritizing incoming client messages, email, memos, and reports to determine their significance and plan their distribution.
• Prioritizing and communicating issues to the leadership team, employees and clients.
• Maintaining strict confidentiality on all issues interactions and correspondence.
• Contributing to ongoing improvement of operating work flow and content for the team, including regular staff meetings, and more.
• Coordinating meetings, agendas and distribution of documents.
• Occasionally attending online meetings on the CEO’s behalf
• Assisting in the preparation of reports, emails, letters and presentations for executives and meetings.
• Maintaining a highly organized record-keeping system in electronic formats.
• Maintaining Upgrade to see actual info of contact lists of key internal and external contacts and customers.
• Oversee staff management to ensure day-to-day operations run smoothly.
Duties to include but not limited to:
1. Project management – work with team members to monitor project progress, discover needs and help facilitate activity and team flow.
2. Client to team communications – monitor Basecamp and Highrise; quickly respond to all client communications, warm greetings, clarify project needs and communicate/assign to the proper team member.
3. Team to client communications – keep client well informed of key project details, items needed from client, etc.
4. Project assignments – determine the best employee to assign new tasks based on skill and availability.
5. Billing – ensure all work completed is sent to bookkeeping for accounting and billing
6. Reporting – daily and weekly reports to owner
7. Company calendar – keep accurate employee work days, holidays per country, project deadlines, key events, etc.

YOUR SKILLS & QUALIFICATIONS:
• You are an organized, self-starter with executive level support experience at a fast-paced company.
• You are numbers savvy and have close attention to detail.
• You demonstrate the ability to work with confidential information and exhibit a high degree of trustworthiness, resourcefulness and can work autonomously.
• Minimum BA Degree, Masters or equivalent career experience preferred
• You are HIGHLY organized and detail obsessive which you use to function at the strategic level and to establish context and sound reasoning for data driven decision-making.
• Comfortable with ambiguity and able to “bring order to chaos” when required.
• Proactive assertive character that enjoys organizing their boss.
• Thorough and efficient researcher.
• Extraordinary communication skills, Excellent English speaking/writing a must.
• Experienced with calendar management.
• Able to work with others to effectively achieve outcomes.
• You have top-notch computer skills in multiple systems and programs
• You have first rate grammar skills and you are able to proof and edit documents prepared by the CEO.
• You have a strong commitment to keeping the company’s priorities on track.
• You enjoy working under the pressure of deadlines and changing priorities; last minute rush assignments are no big deal.
• 3-5 years prior experience.